REQUEST FOR PROPOSAL 000-00-000

INVITATION FOR BIDS

Records Storage

IFB-16-201 Addendum #3

www.energy.ca.gov/contracts/

State of California

California Energy Commission

January 2017

Table of Contents

I.Introduction1

Purpose of IFB1

Key Activities and Dates1

Available Funding1

Eligible Bidders2

Questions2

Contact Information2

Responses to This IFB2

II.Scope of Work and Deliverables3

About This Section3

III.Bid Format, Required Documents, and Delivery7

About This Section7

Required Format for a Bid7

Number of Copies7

Packaging and Labeling7

Preferred Method for Delivery7

Organize Your Bid As Follows:8

IV.Evaluation Process and Criteria10

About This Section10

Bid Evaluation10

Minimum Qualifications11

Notice of Proposed Award12

V.Business Participation Programs (Preferences/Incentives)13

Disabled Veteran Business Enterprise (DVBE)13

Participation Compliance Requirements13

DVBE Incentive15

Small Business / Microbusiness / Non-Small Business16

VI.Administration19

IFB Defined19

Definition of Key Words19

Cost of Developing Bid19

Software Application Development19

Printing Services20

Confidential Information20

Darfur Contracting Act of 200820

IFB Cancellation and Amendments20

Errors20

Modifying or Withdrawal of Bid21

Immaterial Defect21

Disposition of Bidders Documents21

Bidders Admonishment21

Protest Procedures21

Agreement Requirements22

Attachments

1

Contractor Status Form

2

Darfur Contracting Act Form

3

Disabled Veteran Business Enterprise (DVBE) Declarations Form STD. 843

4

Bidder Declaration Form GSPD-05-105

(List of subcontractors, including DVBE/Small Business/Microbusiness/

Nonprofit Veteran Service Agency)

5

Contractor Certification Clauses

6

Budget Detail Forms

7

Standard Agreement Example

January 2017Page iiIFB-16-201

Records Storage

I.IntroductionPurpose of IFB

The California Energy Commission (Energy Commission) is in need of storage, retrieval and delivery services to include records storage, retrieval of documents, delivery of documents, and destruction of documents.

Key Activities and Dates

Key activities including dates and times for this IFB are presented below. An addendum will be released if the dates change for the asterisked (*) activities.

ACTIVITY

ACTION DATE

IFB Release

January 13, 2017

Deadline for Written Questions by 5:00 p.m.*

January 25, 2017 February 9, 2017

February 13, 2017

Distribute Questions/Answers and Addenda (if any)

January 31, 2017

February 10, 2017

February 14, 2017

Deadline to Submit Bid by 5:00 p.m.*

February 7, 2017

February 14, 2017

February 16, 2017

Public Bid Opening

February 8, 2017

February 15, 2017

February 17, 2017

Notice of Proposed Award

February 9, 2017

February 21, 2017

Contract Start Date

April 1, 2017

Contract Termination Date

March 31, 2020

Two Potential one-year contract extensions

April 1, 2020 - March 31, 2021

April 1, 2021 - March 31, 2022

Available Funding

There is $49,250 $64,250 available for the contract resulting from this IFB. The contract will be written for the full amount of $49,250 $64,250 and the award will be made to the responsible Bidder providing the lowest cost, after any applicable preference or incentive. The contract will include two 1-year options to extend the contract, at the discretion of the Energy Commission.If the Energy Commission chooses to extend the contract, the contract will be amended.

At the conclusion of year 3, the Energy Commission may extend this Agreement to add one year of service and $15,000. At the conclusion of year 4, the Energy Commission may extend this Agreement to add one more year of service and $15,000, for a total of 5 years and $79,250 $94,250. The Agreement amount ($49,250 $64,250) covers the initial 3-year period. The extensions for year 4 and year 5 shall be in the form of a contract amendment. Fifteen thousand dollars ($15,000) of the total available funding is specifically allocated for the tasks as defined in Task 8: Contract Close-Out.

Of this amount $7,250 of the $64,250 amount is immediately available. The remaining balance of $42,000 $57,000 from fiscal years (FY) 2017, 2018 and 2019 may be available contingent upon approval of the Energy Commissions 2017, 2018 and 2019 Budget. Funding shall be subject to the appropriation and availability for that purpose in the 2017, 2018 and 2019 Governors Budget. In the event funds are not available, the Energy Commission shall have no further liability with regard to the Agreement.

The Energy Commission reserves the right to reduce the contract amount to an amount deemed appropriate in the event the budgeted funds do not provide full funding of Energy Commission contracts. In this event, the Contractor and Energy Commission Agreement Manager (CAM) shall meet and reach agreement on a reduced scope of work commensurate with the level of available funding.

Eligible BiddersEach agreement resulting from this solicitation includes terms and conditions that set forth the contractors rights and responsibilities. Bidders must agree to use the attached standard terms and conditions (Attachment 7). The Energy Commission will not award agreements to non-complying entities. The Energy Commission reserves the right to modify the terms and conditions prior to executing agreements. All corporations, limited liability companies (LLCs), limited partnerships (LPs) and limited liability partnerships (LLPs) that conduct intrastate business in California are required to be registered and in good standing with the California Secretary of State prior to its project being recommended for approval at an Energy Commission Business Meeting. If not currently registered with the California Secretary of State, applicants are encouraged to contact the Secretary of States Office as soon as possible to avoid potential delays in beginning the proposed project(s) (should the application be successful). For more information, contact the Secretary of States Office via its website at www.sos.ca.gov. Sole proprietors using a fictitious business name must be registered with the appropriate county and provide evidence of registration to the Energy Commission prior to their project being recommended for approval.

Questions

During the IFB process, questions of clarification about this IFB must be directed to the Commission Agreement Officer (CAO) listed in the following section.

Potential Bidders shall carefully examine the qualifications and specifications of this IFB and may submit written questions via mail, electronic mail, and by FAX. All questions must be received by the date indicated in the Key Activities and Dates section. Therefore, all communication should be directed in writing to the Commissions Agreement Officer listed below.

Any verbal communication with an Energy Commission employee concerning this IFB is not binding on the State and shall in no way alter a specification, term, or condition of the IFB.

Contact Information

Andrea Hoppe, Commission Agreement Officer

California Energy Commission

1516 Ninth Street, MS-18

Sacramento, California 95814

Telephone: (916) 651-0588

FAX: (916) 654-4423

E-mail: Andrea.Hoppe@energy.ca.gov

Responses to This IFB

Responses to this solicitation shall be in the form of an Administrative Response and a sealed/formal Cost Bid using Attachment 6, Budget Detail Forms, according to the format described in this IFB.

Insert initials and date herePage 1IFB # xxx-xx-xxx

January 2017Page 1IFB-16-201

Records Storage

II.Scope of Work and DeliverablesAbout This Section

This section describes the contract scope of work, deliverables and due dates under the direction of the Energy Commission Agreement Manager (CAM).

Task 1: Kickoff Meeting

The Contractor shall:

Attend a kick-off meeting with the CAM, Commission Agreement Officer (CAO), and the Accounting Office. The Contractor shall include at a minimum their Project Manager, Contract Administrator, and Accounting Officer. The administrative and technical aspects of this contract will be discussed.

Task 2: Relocation of Records (Optional Task)

If directed by the CAM, the Contractor shall:

Move approximately 3,000 boxes from the current storage facility in North Sacramento (95838) to Contractors storage facility.

Task 3: Bar Code Tracking

The Contractor shall:

Provide bar code tracking to track each box that Energy Commission sends to storage and each box delivered to the Energy Commission.

Provide bar codes that are pre-assigned and issued to adhere to boxes and Records Transfer Lists (a regular-sized label for the box, approximately 3 x 1, and a small label for the Records Transfer List, approximately 1 x 3/8") before the Contractor takes possession of the records storage container.

Utilize bar code information to track Energy Commission boxes when:

The box or file is requested and leaves the Contractors warehouse.

The box or file is received by the Energy Commission. On-site signature m